Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Crack Sealant. The Department of Public Service is the primary user. This contract will provide for the purchase and delivery of specialized Crack Sealing Product #515T used primarily for asphalt sealant by the Public Service Department. The term of the proposed option contract would be approximately one year, expiring April 30, 2018, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 23, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Solicitation No. RFQ004649). Nineteen (19) bids were solicited; one (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Djl Material and Supply, Inc., CC# 006614 expires 9/30/2018, Lines 10, for $1.00
Total Estimated Annual Expenditure: $50,000, Department of Public Service, the primary user
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Crack Sealant with DJL Material and Supply, Inc.; and to authorize the expenditure of $1.00 to establish the contract from the General Fund. ($1.00).
Body
WHEREAS, the Crack Sealant Product UTC will provide for the purchase and delivery of specialized asphalt sealant for use primarily by Department of Public Service; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 23, 2017 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it has become necessary in the usual daily operation of the Public Service Department to authorize the Finance and Management Director to enter into contract with Djl Material and Supply, Inc. for the option to purchase Crack Sealant product; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Crack Sealant in accordance with Solicitation No. RFQ004649 for a term of approximately one year, expiring April 30, 2018, with the option to renew for one (1) additional year, as follows:
Djl Material and Supply, Inc., Line 10, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.